Title: Logistics Coordinator – South Sudan Work Base: Juba and field bases (Warrap and Upper Nile) Reporting to: Country Director South Sudan – The MENTOR Initiative Duration: 12 months Start date: February 2012 Closing date: until suitable candidate is found Fee: 3000-3800USD per month depending on experience
The MENTOR Initiative is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, Somalia, the Central African Republic and Eastern and Southern Chad.
The Logistics Coordinator for the newly established South Sudan emergency programmes will work to provide logistical support to the MENTOR technical team within vector borne disease case management, vector control, organisation of Emergency Preparedness and Response, and IEC/BCC. This post will work with MoH, UNHCR, other UN agencies, NGO and FBO teams to help ensure that all vulnerable IDP and refugee populations in target areas have access to quality malaria and other vector borne diseases case management and prevention. This will be achieved through a combination of support from the base in Juba and from the field bases in Warrap and Upper Nile.
The responsibilities of this post include the following:
Office / accommodation set-up • Procurement and installation of essential items for the three work bases (generator, internet, water supply, computers, and communications equipment). • In close collaboration with CD, ensure security precautions are adequate as per context requirements. • If required, source secure warehousing facilities.
Security • Initiate a full security assessment of the areas where MENTOR is operational (Juba, NBEG, Warrap, Unity, Jonglei and Upper Nile. • In collaboration with CD, ensure the set up and regular update of security guidelines for MENTOR team members in the South Sudan mission. • Directly responsible for all logistical aspects of security management (fence, vehicles, security training of drivers and guards, comms etc)
Procurement • Ensure that MENTOR procurement procedures are applied and respected at all levels. • Ensure consignment and Customs clearance of goods for their expected arrival in Juba • Directly responsible for the procurement of equipment for the programme start-up (incl. comms equipment, VBD control equipment, vehicles) • Directly responsible for all local procurement of programme entrants and operational support items. • Work with the Operations Support Officer, at organisational level, on international procurement.
Fleet management • Coordinate and ensure the maintenance and repair of all vehicles • Ensure the proper usage of vehicle log books, fuel consumption, daily / weekly routine checks • Keep current documentation, maintenance and insurance of all vehicles used by the MENTOR Initiative South Sudan Emergency Programme.
Stock management • Ensure that MENTOR standard procedures are in place for stock management at all levels (stock cards, waybills, stock requests, inventories) • Coordinate and ensure the maintenance and repair of all generators, communication equipment and IT equipment. • Responsible for the setup of a complete, transparent and detailed list of assets. Ensure all The MENTOR Initiative South Sudan Emergency Programme assets are recorded and monitored / maintained • Coordinate the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills.
HR • Initial recruitment of assistant logisticians, drivers and guards as required and following MENTOR standard recruitment procedures • Direct management of assistant logisticians, drivers and guards • Ensure that MENTOR code of conduct and internal rules and regulations are adhered to and respected.
Support malaria and other vector borne disease campaign planning and roll out: • Train receiving agencies in necessary logistical requirements and ensure donor certificates are in place. • Record distribution of materials to NGOs, MoH to NGO geographic coverage/ usage of materials • Support the logistical aspects of distribution of ITPS to IDP camps. • Support the logistical aspects of distribution of IRS materials to trained partners, and ensuring back up logistics for IRS campaigns in IDP camps as required.
Other • From time to time and as requested work with MENTOR Initiative at organisational level to share best practice across the organization. • Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement. • Any other duties as may be assigned by the CD and agreed with the Director.
Job Specification Essential: • At least 3 years field experience as logistician in emergency settings - preferably with medical/ insecticide commodities • Excellent communication skills • Team player • Disciplined • Proven capacity to train others • Flexible and willing to learn • Practical, hands on approach
Title: Financial Coordinator – South Sudan Work Base: Juba – with frequent visits to field bases (Warrap and Upper Nile) Reporting to: Country Director South Sudan – The MENTOR Initiative Duration: 12 months Start date: February 2012 Closing date: until suitable candidate is found Fee: 3000-3800USD per month depending on experience
The MENTOR Initiative is a “not for profit”, charitable, non-governmental organisation devoted to reducing death and suffering from malaria in humanitarian crises. The MENTOR Initiative is currently providing ongoing emergency support to the most vulnerable communities in Liberia, Angola, Kenya, Somalia, the Central African Republic and Southern Chad.
The Financial Coordinator for the newly established South Sudan emergency programmes will establish the oganisation’s standardised financial, administrative and human resource systems and process in South Sudan, and will ensure the implementation of these all levels of the organisation’s country programmes for vector borne disease control. This consultant will work as part of a team dedicated to assisting the MoH, UN agencies, NGOs and FBOs to ensure that all vulnerable communities in at risk emergency areas of the country target areas have access to quality malaria and other vector borne diseases case management and prevention. This will be achieved through a combination of support from a base in Juba, and from field bases in Warrap and Upper Nile.
Specific Services:
Financial Coordination • Ensure good quality finance and administration systems as per the standard MENTOR Initiative guidelines are set up and functioning in the programme • Ensure accounting for all grants and in accordance with the grant agreement(s) • Prepare monthly electronic and paper reports on expenditures against the project budget(s) and send these together with all hardcopy receipts and other expenditure-related paperwork, including bank statements, to the MENTOR Initiative Grants Management Team • Ensure compliance to all Grant agreements for financial reporting and procurement. Ensure field level compliance to all legal aspects of the grant agreement • On the basis of internal cash available and planned expenditure, send monthly requests for cash (RCA) to the MENTOR Initiative Grants Management Team. • Prepare paper version of payroll to MENTOR Initiative Grants Management Team . • Supervise and provide training to the local administrators in the MENTOR Initiative finance and administration procedures. • Ensure that all members of the MENTOR team are trained and respect the Finance and Administration procedures. • Responsible for salary / fee payments to all local team members including daily workers when necessary • Responsible for distributing ICLA and security cash (when required) to international team members as well as reimbursement of approved expenses • Set up and maintain a MENTOR bank account in the programme country • When required, assist with the preparation of new proposals and budgets
Administration • Follow up on all rental agreements including the MENTOR Initiative house(s), office(s), and vehicles, etc. and renew rental agreements when necessary • When necessary, follow-up on the MENTOR Initiative’s registration in country with the Ministry of Foreign Affairs and other local actors • Assist the CD with any other administrative tasks as required
Human Resources • Directly responsible for all administrative aspects of local staff management and recruitment. This includes set up of non-technical job descriptions and assisting with the editing of technical job descriptions, posting adverts, organizing interviews, etc. • Ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR Grants Management Team, regularly. • Ensure compliance with all local government taxation and labour regulations concerning employment contracts. • Ensure that national staff adheres to The MENTOR Initiative contracts, policies and internal rules. • Ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.
Programme Support • Assist the CD with writing of Memorandums of Understanding • When required, represent the MENTOR Initiative in external coordination meetings • At the request of the CD, provide finance/admin and/or human resources support during field or assessment missions.
Other • From time to time and as requested work with MENTOR Initiative Grants Management Team to share best practice across the organization. • Includes the possibility of transfer to another similar post in another MENTOR Initiative country programme within the period of this contract agreement. • Any other duties as may be assigned by the CD and agreed with the Director.
Job Specification Essential: • Masters in subject area or 5+ years field experience of which at least 3 are in emergency settings • Excellent communication skills • Experience working with SAGA • Team player • Disciplined • Proven capacity to train others • Flexible and willing to learn • Practical, hands on approach
Send a CV and letter of motivation to recruitment@mentor-initiative.net No CV only application will be considered
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